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Transaction settings

Before using Sage 200 you must choose your transaction settings.

Choose whether to use additional transaction analysis. This allows you to add your own codes to transactions across the Sales Ledger, Purchase Ledger and Nominal Ledger for additional analysis. They are useful for analysing short term campaigns and projects.

Choose whether to validate your transaction dates. This allows you to chose whether to prevent transactions being entered outside a specified date range.

To enter or view transaction settings

Open: Accounting System Manager > Settings > System Settings | Transaction settings.

Open: Accounting System Manager > Settings > View System Settings | Transaction settings.

• Enter or view the following settings:

  Transaction analysis

  • Select Allow additional transaction analysis to use transaction analysis across the Sales Ledger, Purchase Ledger and Nominal Ledger. This allows you to:
    • Set up your Transaction Analysis Codes.

    • Select the Allow additional transaction analysis option in the Sales Ledger, Purchase Ledger and Nominal Ledger settings.

      Once selected you can add the Transaction Analysis codes to your transactions.

  • Enter the Name of analysis heading.

    This is the heading of the addition column that appears when you use Transaction Analysis Codes. It appears either as an additional column heading in a Sales Invoice or in the Invoice header section of a Free Text Invoice. You can change this as you require.

  Changing these settings

  Changing the selection for Allow additional transaction analysis only affects new nominal transactions.

  Changing the Name of analysis heading means the change is seen on all entry and enquiry screens subsequently.

  Transaction date validation

  You can choose to validate the dates of your transactions as they are entered.

  There are three validation categories: Normal, Acceptable and Unacceptable. You can set up the criteria for each of the categories.

  Normal	A date with a Normal category is accepted by the system without any further confirmation required by you. For example, a transaction entered with a date of the 17th February 2009 when the system date is 22nd February 2009 and the accounting period for February 2009 is open for the transaction type.
  Acceptable	The date box will have an orange warning status, but the transaction will still be posted by the system without further confirmation. For example, a transaction dated 17th January 2009 when the system date is 22nd January 2009 but the company are yet to run the year end for the year ending 31st December 2008.
  Unacceptable	The date will not be accepted by the system when it falls outside the boundaries of Normal and Acceptable. For example a transaction dated 17th February 2016 would not be valid when the system date is 22nd February 2009.

  Select the type of validation you require:

  • No transaction date validation.

    Select this if you do not want to validate the date of transactions.

  • Use calendar based validation.

    Select this to specify the number of days either side of the system date that will act as boundaries for the Normal and Acceptable categories.

    Specify the number of days in the Pre and Post boxes.

  • Use accounting period based validation.

    Select this to use accounting periods as the boundaries for Normal and Acceptable categories. Choose whether the following are Normal, Acceptable or Unacceptable from the drop-down lists.

    • Previous financial years.

    • Future financial years.

      Note: If you choose Normal or Acceptable here, you cannot save a transaction with a future date if the accounting period does not exist. For example, if the end date of the last period in your Next Financial Year is 30/03/2010, you cannot save a transaction dated 05/04/2010.

    • Closed accounting periods in the current financial year.
    • Future accounting periods in the current financial year.

  Changing the setting

  Changing the setting affects new transactions entered subsequently.

  Accounting period validation

  You may want to specify different dates for nominal payments and receipts for the same transaction. However, posting in different accounting periods can lead to the trial balance not balancing within those periods.

  Choose from the following options to specify how to handle these transactions.

  Allowed	Select Allowed to be able to post in different accounting periods for different sides of one transaction. You are presented with a warning when this is going to occur but can choose to proceed. The trial balance will not balance in the affected periods.
  Not Allowed	Select Not Allowed to prevent posting in different accounting periods for different sides of one transaction. You cannot proceed until the transaction dates fall in the same accounting period.
  Allowed (as Accrual)	Select Allowed (as Accrual) to be able to post in different accounting periods and have both accounting periods balance. An accrual transaction with the opposite value of each transaction is posted in each period. The trial balance will balance in both accounting periods.

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